Use process builder to create time based workflow actions for the contract renewal date.
- [Instructor] For this video, we're going to be diving into Process Builder. Process Builder is something that's offered from Salesforce, you can get it up here in the setup menu, and it's something that is a workflow tool, and it's great for automating timely messages or actions. So let's go into the use case. The use case is dealing with contract renewals. Now, it's a best practice that during the contract process, the renewal process, you have automated processes that will remind the company and the customer when contract agreements are up for expiration.
So there's typically an approval process that is required before the contract is executed. So let's review, let's go to our contract, and let's look at the contract start date is eight 16, contract end date is eight 15, So we want to engage about three months, two months, whatever you decide, but you want to engage, have some runway time so you can line things up, and you can make sure that that contract renewal happens before the actual expiration date. So, keep in mind, many individuals may need to be a part of the process, or this workflow for the renewals on both sides to make sure that all the stakeholders are in the loop and avoid complications with billing or any legal obligations.
So let's start with some questions about contract renewals that we can begin to set the standard for what we want to do and how we want to treat these. So for example, have signing contracts changed, meaning, so the first is have signing contracts changed? Have the contacts on the client side changed for anyone that needs to sign this renewal? You want to make sure you have them lined up. Next is understanding new terms or standard clauses that should be added to the renewal, and also incorporating those items if they are relevant to the contract and to the process. So now that we're back in our org, let's take a look at what we can do here.
Let's go to our setup, and let's actually dive into Process Builder, and let's build something out. I'm gonna use a demonstration here of something I've previously built out, which should apply to what we're doing, but it'll only give us a roadmap on how to do this. So let's click on contract renewal date, that's what I've called it, and here we can see that we have a contract, which is the object. The contract end date is null, that's the criteria. What I've set up is basically from the time that the contract ends, and if we're going backwards, that's how we want to basically set this up for these timelines, or these actions.
Number two, it equals a customer. If you can remember it, it's either prospect or customer, we're gonna make this a customer. And also, it has to equal active, so does not equal on hold, or what will make it active, in our case. Conditions have to be met, and that's it. We can basically save that, and it moves us into the next stage. Now, the final piece, after you do the criteria, it's very important if you're doing scheduled actions, which is what we're doing here, is down below, you want to make sure that do you want to execute the actions only when specified changes are made to the record, and the answer is yes, so we want to make sure that that's checked, okay.
And then after that, we have our 30 days before end date, and the action is to send a 30 day notice on contract expiration, and here's our email alert, which we're going to create as well. You ready? Let's do it. Let's go back to our processes, let's create new. Let's call this contract, we're gonna take some shortcuts here. API name, select one, we want to select a record changes, not it's invoked by another process, that's for another type of requirement. Click save, now we're going to add the object of contract, only when record is created, we're going to say when a record is created or edited, okay.
Check your advanced, allow process to evaluate a record multiple times in a single transaction, not really needed, so we're going to save that, but always check down below. Add criteria, this is gonna be easy, contract active, we'll just put one in here. We're gonna go to account ID. Now that we're in the account, we're gonna find our account field that says account active. There it is, we're gonna choose that. Equals pick list, yes, it has to be active.
If it's not active, we can't do business with them, so that's just a real simple way to do it. Now, it's very important now, you have to go down below here, remember the advanced area. We have to choose, do you want to execute the actions only when specific changes are made? Yes, I do, and watch what happens. See where it says immediate actions here? If I save that, it opens up our scheduled actions, and now we can start taking action with 30 days, you can do 60, 90, whatever you'd like to do, and this is going to be contract end date.
There we go, save. Next, set an action. I'm gonna do an email alert, you can do post to Chatter, I like post to Chatter because I like to get off email, but we'll do email alerts just so I can show you how this works. We're gonna action name 30 days contract expiring, and then we're gonna find an email alert. Now, I've already found an email alert, see, I have something that's already set up, but if you haven't, you can always create one. When you create one, it takes you to the new email alert, and you can set one up.
There's my two, contract expiring, contract expiring in five days. If we dive in there, you'll see that it's related to the contract customer signed by. Interesting, yes? So what I did is I didn't just sent it to any specific person, I sent it to the recipient that signed the customer, okay. So really important, you can decide where you want to send this, but I would recommend doing it to the person who actually signed the customer, okay. So let's go back to Process Builder, now we've already created one, so I'm gonna use that one, so I'm gonna go see expiring in 30 days, and I'm gonna save.
That's it, it's that simple, it's done, so then you just keep setting up scheduled actions. Now, the last thing you want to do is you want to activate this to make sure it works, you want to test it. So we're not gonna test now, we're out of time, but you can do whatever you like here, it's very easy to use, and I think it's something that you can check out on your own as far as any additional items you'd like to do outside of workflows. It's just another way to do workflows, and it's a lot of fun, so have some fun with this, take your time, figure out some use cases that work really well for it with your company, and make sure not to get frustrated, because there's always a little bit of a learning curve.
That's it, thanks so much.
- Creating a 360-degree view
- Managing accounts and contacts
- Page layout sections overview
- Account names, parent names, and site names
- Managing external IDs and account numbers
- Using Data.com
- Building a data model
- Extracting, transforming, and loading
- Locking opportunities on non-active accounts
- Creating scorecards
- Updating account status
- Monitoring contract renewal dates
- Using Contact Roles